Patient Administration Assistant

Are you an organised, compassionate professional who thrives in a fast-paced, people-focused environment? Nexia Health is seeking 2 exceptional individuals to join our team as Client Care Coordinator and Customer Relations Officer.

In these pivotal roles, you will deliver the highest level of client care and customer service, acting as the welcoming face and central point of contact for children, adolescents, and families navigating their neurodevelopmental and mental health journey.

You'll play a vital role in ensuring seamless communication, supporting our specialist team, and creating a warm, supportive experience for every client, making a real difference in the lives of the families we serve.

At Nexia, we're reshaping the future of healthcare through an innovative multidisciplinary model that unites paediatricians, psychiatrists, and allied health professionals under one roof.

As our Client Care Coordinator you will:

• Manage all client communications, including phone calls and emails, ensuring prompt, professional, and empathetic responses
• Support specialist and clinical teams with appointment scheduling, reminders, and follow-ups
• Coordinate documentation requests, referrals, medical forms and reports.
• Maintain accurate client records in our CRM system
• Ensure all communications and interactions uphold strict confidentiality and privacy standards
• Assist in daily clinic operations of our medical reception team, including payment processing, report formatting, and quality assurance initiatives
• Effectively handle and communicate regarding complex medical cases, ensuring clients receive clear, accurate, and compassionate guidance

Adapt quickly to a fast-paced environment while maintaining meticulous attention to detail and high-quality service standards

As our Customer Relations Officer you will

• Oversee client onboarding processes, ensuring every new client experiences a seamless entry into our services
• Manage administration related to client intake, documentation, and coordination across the clinic
• Handle medical reception duties, including managing phone calls, emails, payments, and client inquiries
• Support weekly diary management, optimising day-to-day scheduling for clinicians and specialists to maximise efficiency. You ideally must have experience managing a busy clinic diary
• Work closely with clinical and administrative teams to ensure smooth communication and workflow
• Troubleshoot and streamline processes using Microsoft Office, Excel, and other digital tools, ensuring accuracy and efficiency
• Adapt quickly to a fast-paced environment while maintaining meticulous attention to detail and high-quality service standards

Who We Are Looking For

We are seeking an enthusiastic, high energy professional with:

• Proven experience in a customer-facing or medical administration role, ideally in healthcare or clinic settings
• Exceptional written and spoken English with strong interpersonal skills
• Advanced proficiency in Microsoft Word, Excel, Outlook, and other digital systems
• Strong organisational skills, attention to detail, and ability to prioritise in a dynamic environment
• Empathy and professionalism when working with children, adolescents, and their families
• A tech-savvy approach and comfort navigating fast-paced, multidisciplinary workflows. Experience with Cliniko, Zanda or other Practice Management software is essential
• Full-time availability to work on-site

What We Offer

• Competitive salary package: $70,000–$75,000+ super
• Opportunity to work in an innovative, multidisciplinary healthcare environment
• Be part of a compassionate team dedicated to improving mental health care for children and adolescents
• Professional development and career growth opportunities
• Immediate start preferred